Staff Activity Report for April 22-28, 2012THIS NEWS ITEM EXPIRED 11/7/2012AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION!THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!

5/7/2012ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department:
* Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur)
> ODOT reports that they are still in the process of reviewing design plans and right-of-way documentation prepared by their engineering consultant (EST, Inc.) and ODOT indicates they should have something definitive and complete within 2-3 weeks to give direction to the City as to what still needs to be done before the project can be cleared for bid letting. The City had previously acquired all right-of-way parcels based on what ODOT and their previous engineering firm (Clour Engineering) had directed the City to do, but, apparently some of that work was in error, due to closure errors.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Concrete removed and installation of raised stamped concrete border, backfilled with suitable soil and then landscaped with a variety of bushes and ornamental plantings. City has had to revise plans at ODOTs direction and will get those returned to ODOT within the next 2 weeks. No bid letting schedule has been determined yet.
* Expo Parking Lot Improvements
> Project was awarded to CGC, LLC in the amount of $1,696,850. Project is approximately 75% completed. The east parking lots are completed and were opened to service the last weekend with the Good Sam RV Club utilizing the facilities. Landscaping and irrigation of the west parking lot is to be included in the project due to action taken by the City Commission at their April 2, 2012 meeting authorizing a Change Order for landscaping and irrigation system, approximate cost of landscaping & irrigation is at $136,000.
* Gordon Cooper Bridge (southbound lanes)
> The City and Citizen Potawatomi Nation (CPN) have entered into an Agreement to provide funding to repair and resurface the bridge deck for the southbound two lanes of the bridge. Specifications, bid documents, and plans have been completed by the City, and were given to the CPN by April 12, 2012 for them to solicit bids to do the work. City will still have inspection responsibilities for the project once work gets underway.
* Kickapoo & Kulhbird Lane Safety Improvements
> Plans are being prepared that will result in a wall at the referenced intersection being terraced to provide better sight distances at intersection to improve safety. Plans are approximately 80% complete, and request to advertise the project for bids will be sought at the May 7, 2012 City Commission meeting.
* Lake Road Bridge Repair Project
> Project was awarded to PbX Corporation in the amount of $630,316.30. Eastbound lane completed and open to traffic. Contractor is working on the westbound lane completing all the deck repairs. Next week Contractor is scheduled to install the westbound overlay. Overall project approximately 90% complete. Weather (rain and wind) has prevented Contractor from placing latex modified concrete overlay on several days the past few weeks and has moved the completion date out another 2-3 weeks.
* Bryan & Independence Intersection Traffic Signal Project
> Signalization of Bryan & Independence intersection: Design plans for the signalization of the intersection are approximately 95% complete, and a request to authorize letting the project for bids will occur at the May 7, 2012 City Commission meeting.
* Rehab Asphalt Streets Project (FY11-12)
> Staff reviewing and evaluating asphalt streets that will be recommended for maintenance work, i.e. milling and overlaying. Anticipate taking list of recommendations to City Commission at their May 7, 2012 meeting to request authorization to advertise project for bids.
* Rehab Concrete Streets Project (FY11-12)
> This project is a maintenance type project whereby badly broken and cracked concrete paving panels are removed and replaced. At the May 7, 2012 Commission Meeting staff will request authorization to advertise this project for bids. Currently only $350,000 is budgeted for this maintenance project, and the main focus of repairs will be on Independence Street from Center to Sequoyah.
Traffic Control Department
> Ran street sweeper on route 3
> Closed off the west gate at the Expo center for the Street Department
> Reset loop detector for southbound signals at Leo & Hwy 177
> Removed Youth Aviation Banners
> Re-plugged wire on LED for eastbound red at MacArthur & Harrison
> Vacuumed out signal cabinets and replaced filters at Draper & Highland, Bryan & Highland, Wallace & Harrison, Federal & Harrison, MacArthur & Harrison, Garretts Lake Road & Hwy 18,
I-40 & Harrison, Westech & Hwy 18, Mall Drive & Union, and I-40 & Kickapoo
> Finished signs for Parks Department
> Replaced stop sign at Center & Wayne, left turn sign on Grant St, right turn sign on Minnesota,
stop sign at Wallace & Minnesota, and a speed limit sign on Union (south of Interstate Pkwy)
> Removed tree limbs obscuring stop sign at Wall & Beard (westbound)
> Replaced signal lamp for southbound green at Benedict & Kickapoo
> Put up street marker for Clear Pond Lane and Clear Pond Road
> Checked type I barricades that came in from the field
Street Department
> Removed and repaired the following water-cuts: Cammack & Philadelphia (8 x 11), 1304 E. Chandler (25 x 9), and 1236 Laverne (14 x 3) 50% complete
> Roads graded: Wolverine, Westech, Lake Road east of Patterson, Magnino Road, Perry Road (also cleaned bar ditch), Post Office Neck, Pecan Grove, Eckel, Hornbeck Road, Patterson Road, Clearpond Lane north (also cleaned bar ditch), Clearpond Road, Hart Road
> Expo: removed and replaced section of south lane at the Expo (525x11), poured first flume (12X20), and sawed and sealed the 525 ft. poured.
> Patch truck ran 4 days.
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.034 Last week: *MGD - 3.881
> Pumped 397,877,000 MG to date compared to 390,358,000 MG for same period last year
> Performed routine plant maintenance
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.358 **BOD - 15 mg/l ***TSS - no test ran this week
> Performed regular maintenance on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.108 **BOD - 3.9 mg/l ***TSS - 1.6
> Hauled 258,000 gallons of bio-solids for April
> Performed regular maintenance on the plant and mowed
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 101, Water/Sewer Line Locates - 65, Leak Checks - 18, Cut-offs Replaced - 4,
Main Breaks Repaired - 1, and Reset Water Meters - 4
> Repaired a service line leak at 1205 N. Park.
> Repaired a leak next to the fire hydrant at the Public Works Service Center
> Repaired a 6” main
> Replaced the sidewalk next to the meter tile at 4201 N. Harrison
> Doing clean-up and placing top soil where needed following main break repairs
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 20,025 ft. Flushed (year to date) - 333,405 ft.
> Total Service Calls - 35, Sewer Lines Checked - 23, Emergency Sewer Calls - 4, and Lift
Stations Checked - 14
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Construction Inspector
> Urban Contractors has finished the replacement of Lake #1 tower valves. Estimated cost $51,000.00. Everything looks to be in working order and suitable for payment
> Received water and sewer plans for Rolling Hills on the corner of Main and Bryan Street which are currently in the review process along with Lake View Estates Water replacement plans
* Capital Projects
> Multi-Reservoir Yield & Operations Analysis
Budgeted Project $98,300.00. Actual project cost $98,300.00. Project awarded to CDM (Camp, Dresser, and McKee) in December 2010. Project completed April 2012.Project is 100% complete.
> Water Line Replacement
Lakeview Estates: Minnesota, Franklin, and Hughes Circle
Budgeted project amount $500,000.00. Bids will be opened at May 21, 2012 Commission meeting Plans, specifications, site and hydraulic evaluation report prepared by The Land Run Group, LLC., Shawnee, Oklahoma. An estimated cost for Lakeview project $143,085.80. A permit to construct is in the process with Department of Environmental Quality for project.
Midland Street: between Kickapoo & Airport Drive and between Midland &Franklin
The Land Run Group, LLC., Shawnee, Oklahoma are currently in the process of preparing plans, specifications, and estimated project cost.
> Sanitary Sewer Rehab Project/Pipe Bursting (Various Locations)
Budgeted project amount $500,000.00. This project has been awarded to Tri-Star Utilities, Inc., Independence, Kansas. The Notice to Proceed was issued on February 16, 2012 with 180 days for project completion with approximate date of completion August 16, 2012. As of this date, there have been four individual pipe bursted lines totaling 2,230 feet. Two emergency repairs have been completed, one in the alley south of Pulaski Street between Broadway and Beard and one in the alley east of Tucker between Darrow and Anna. Following the emergency repairs Tri-Star moved to Seneca Street to start the list of line bursts and onto Chapman and 45th. They are currently at Drummond Street between Broadway and Union, 470 ft. of pipe has been pulled and six (6) services hooked up. Tri-star will now go back to previous jobs on Seneca and Chapman, and finish clean up and raking out yards and restoring properties as they were prior to construction. Once complete, the plan is to move to Severn Street and continue bursting lines.
> Airport Sewer Lift Station Rehab Project
Budgeted project amount $70,000.00. Actual project cost $139,918.00 Project was awarded to Slattery Construction, Woodward, Oklahoma. The Notice to Proceed was issued on March 23, 2012 with 90 days completion, approximate project date of completion June 25, 2012.
> Rebuild one (1) Primary Clarifier and (1) Intermediate Clarifier/Southside Wastewater
Treatment Plant
Budgeted project amount $100,000.00. Actual project cost $117,000.00. This project awarded to DPS Equipment Services, Inc., Byron, IL. The Notice to Proceed was issued on December 27, 2011 with 90 days completion, date of completion March 30, 2012. Project is 100% complete.
> Coating Final Clarifier/Repairing Weirs/Southside Wastewater Treatment Plant
Budgeted project amount $50,000.00. Actual project cost $24,518.00. This project was awarded to FSC, LLC (Fine Specialty Coatings), Oklahoma City, Oklahoma to repair 70” clarifier trough and weir by sand blasting and a 4” coat system installed in the trough and weir from 6” above the waterline of the trough to 3” below the weir. This project will take an estimated 10 days for completion. Project began April 27, 2012 and is scheduled for completion on May 7, 2012.
> Replacing Valves at the Secondary Pump House/Southside Wastewater Treatment Plant
Budgeted Project Amount $50,000.00. Actual project cost $17,400.00. Project is replacing twelve (12) gate valves at the secondary pump house. This project was awarded to Urban Contractors, Oklahoma City, Oklahoma. They are scheduled to begin project the week of May 7, 2012.
> Sludge Pond Valve Replacement/Water Treatment Plant
Budgeted project amount $25,000.00. Actual project cost $11,036.84. Project awarded to Urban Contractors, Oklahoma City, Oklahoma. Project began September 13, 2011. Project completed October 7, 2011. Project is 100% complete.
> Pumps & Controls Replacement/Water Treatment Plant
Budgeted Loan Amount $1,485,000.00. Project cost $1,443,393.40. This was a green project that saved $222,750.00 in principal forgiveness therefore actual project cost $1,220,643.40. Actual construction began in February 2011. Project completed April 2012. Project is 100% complete.
> 30” Raw Water Line & Lake #2 Intake Tower Valve Replacement
Combined budgeted loan amount $7,780,000.00. Actual combined project cost $6,698,958.00. These projects were funded from DWSRF (Drinking Water State Revolving Fund) loan. Installation of 30” raw water line from Twin Lake #1 to Water Treatment Plant. This project was awarded to Merryman Construction, Rockford, IL. Project began September 2010. Project completed December 2010. Project is 100% complete.
> 2011 Sewer Jetter Truck
Budgeted project amount $177,189.00. Actual cost $177,189.00. Jetter truck was purchased for Wastewater Collections from J&R Equipment, Oklahoma City, Oklahoma for equipment reliability. WWC took possession of jetter truck on February 10, 2012.
> Mounted CCTV Multi-Conductor Inspection System (Camera Inspection Truck)
Budgeted project amount $175,000.00. Actual cost $109,786.00 awarded to Baker Equipment, Edmond, Oklahoma. The Notice of Award was issued on January 18, 2012. The estimated date of delivery on truck is scheduled for June 2012.
> Valve Insertion Equipment
Budgeted project amount $35,000.00. Insta-Valve Unit was purchased from Hydra-Stop, Alsip, IL for $37,500.00 on December 16, 2011. Twenty-two inserta-valves were purchased for $63,339.20 on January 13, 2012. On April 23, 2012, an additional twenty-nine inserta valves were ordered for installation at $89,619.30 with an approximate delivery date of May 7, 2012. As of this date, twenty valves have been installed in previously identified problem areas.
> Land Application Apparatus (Sludge Truck)
Budgeted project amount $350,000. Actual cost $304,341.00. Project awarded to Quality Truck & Equipment Company, Bloomington, IL on October 2011. Estimated date of delivery scheduled for July 2012, because manufacturer will not build truck until beginning of the new line of production that will begin the end of May.
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared materials and reports in support of the May Planning Commission Meeting
> Staff prepared reports on suspected dilapidated properties
> Numerous properties were cleaned by the City’s contractor due to verified nuisance complaints
> Inspections staff reviewed building permits and conducted many inspections
* Shawnee Urban Renewal Authority
> Staff worked to prepare a lease agreement with Family Promise
> SURA staff also discussed property use with COCAA
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division
> Daily cleanup route on Main Street and in city parks
> Completing Park inspections
> Various repairs and graffiti removal in several city parks and buildings
> Removing obsolete broken playground equipment
> Preparing municipal pool for summer use
> Turning water on in various city parks
> Mowing and weed eating in all areas
> Herbicide spraying fence lines
> Mosquito control every Tuesday and Thursday evening weather permitting
* Cemetery Division
> Two (2) burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage
> 30 units in last week with 40 total repairs to vehicles and equipment
> Training has begun for EVT and ASE
> Exploring the possible use of CNG vehicles for city fleet
* Current Projects
> Lake #1 fishing dock is closed due to storm damage, no date for reopening. Budget for new
dock in FY 12-13
> Writing specifications for the Floating Fishing Dock on Lake #1
> Working on various projects on Lake #1
> Community Center Fire Suppression System installation in underway (plans submitted)
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Monthly meeting scheduled for 5:30 p.m., April 18, 2012 was held in the Airport Terminal.
> Discussed proposal from Oklahoma Aviation, LLC, to open a flight training/airplane
rental business at the Airport
> Recommended negotiating lease terms to present to City Commission in discussions with
Enterprise Car Rental to locate their operations at the Airport.
> Update of the Airports Business Plan is underway
* Runway Rehabilitation Project
> FAA Grant: $3, 524,477 and the OAC Grant: $221,006
> Phase I construction underway: Complete removal/replacement of east side of the south 1,700
feet of the runway
> Removal and placement of aggregate is complete
> Subgrade has been stabilized with lime
> Overlay/strengthening of south 3,000 feet of the runway
> Placement of asphalt leveling course is complete
> Placement of fabric and surface course is underway
> Installation of LED runway lights
> Grading of safety areas
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final review and approval is imminent.
* Department of Commerce “Oklahoma Certified Site Program - Aerospace Park”
> Application is nearing final completion by SEDF and airport staff.
* 2012 Pilots and Pancake Fly-in – Saturday, October 6, 2012
> Planning for larger air show including acrobatic planes
EXPOSITION CENTER/Mike Jackson, Operations Manager
* Events
> April 21-29, Good Sam’s RV Rally, 284 Rigs
* East Parking Lot Project
> Construction continues on parking lot: with opening of east parking lot Good Sam’s was able to
use the new lot & park RVs, also laid sod & poured sidewalks
* 50 Amp Upgrade
> 50 amp upgrade complete 2 months ahead of scheduled completion date
* IFYR 2012 (entries as of April 27, 2012)
> 608 contestant pre-entries
> 1,122 event pre-entries
> States – 25
> Canada – 1
CITY CLERK’S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 4/23/12 Special Call City Commission minutes
> Normal routine duties including tort claims, insurance on vehicles and property
> Filed 19 public nuisance liens with Pottawatomie County Clerk and 1 lien certification with
Pottawatomie County Treasurer
> Reviewed properties that are to be sold at Tax Lien sale and noted which properties have city
liens so that collection can be made at time of sale
> General record management maintenance at Record Center
> Preliminary work on May 7, 2012 agenda
> Meeting with Rebecca Stone of COCAA (with City Manager & Finance Director)
* Utility Billing/Customer Service
> Zone 2 cut-off for non-payment of accounts (4/25/12)
> Zone 2 billing (4/27/12)
> Kiosk kick-off meeting (Payment kiosks at Homeland Stores) July 1, 2012 anticipated start
date. (Utility Staff, IT Dept. & U.S. Payments)
> Routine customer service/billing transactions and issues
HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA’s for status changes/retirements/resignations
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman’s comp and Review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
> Processing items for compensation study
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on Bank Reconciliations,
> Worked on 2012-2013 Budget
> Met with Human Resources concerning budget
> Met with City Manager concerning budget
> Continue training within department
> Meeting with Rebecca Stone concerning COCCA
> Attended a pre-negotiation meeting concerning police
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
Active Projects
> Data Server Move
> Mobile Device Management (MDM) Solution Reviews
> US Payments Kiosk Interface Development
> Chamber Display System Deployment
> Access Control Expansion
> Registrant/Offender Website Updates
> PD Mobile Deployments/Replacement Project
> Desktop Replacement Project
> iPad Updates / Deploy / Replacements